Resident Travel Guidelines

From U of M Internal Medicine Wiki
Policies
Policy: Resident Travel Guidelines
Policy Nr: Sec 11 - 01
Target Review Date: 2017-12-31
Main Stakeholder:

Purpose

Within their Residency, Residents must have opportunities to attend conferences as observers and/or as participants. This policy will apply to residents in General Internal Medicine, Neurology and Physical Medicine and Rehabilitation.

This policy does not apply to Visa trainees.

As residents are are not considered U of M employees, residents are not required to use Concur Travel & Expense.

Below is a summary of allocations for resident travel: Residency Education Fund#Allocation of Funds

Residents as Observers (PGY1-PGY3 only)

  1. Eligibility - Solely for residents pursuing scholarly interest as an observer in the core training year (PGY1-PGY3) in either Core Internal Medicine, Neurology or Physical Medicine and Rehabilitation (ie sub-specialty residents are not eligible for observership funds).
  2. Residents may attend up to two (2) conferences as an observer over three years, in their core training years (PGY1-PGY3).
  3. Residents will complete the travel pre-authorization form and get program director signature indicating approval prior to attending.
  4. Residents will be reimbursed up to $1,000 to cover travel expenses as an observer.

Residents as Participants (PGY2-PGY6)

  1. Residents (both specialty and sub-specialty) may request financial assistance for travel to present at one national meeting / national conference during the academic year.
  2. The full University of Manitoba Travel Policy is located here https://umanitoba.ca/admin/financial_services/travel/
  3. Residents presenting at a national meeting / national conferences may apply for up to a maximum of $2,000.00 per year - ie travel is capped at $2000 per resident per academic year [funds come from either the REF - see a summary of allocations for resident travel: Residency Education Fund#Allocation of Funds, or are a shared cost between REF and PGME]
  4. Residents are entitled to one occurrence of 50-50 co-share with PGME per academic year (resident must be presenting ie abstract, poster or oral presentation and must be on the agenda of the conference, to qualify for PGME funding)
  5. Program Administrators should indicate clearly on the form if they are requesting the Travel Coordinator apply for the 50-50 cost share
  6. To qualify for the 50-50 cost share with PGME, the resident must be presenting, and matching funds must come from the REF to qualify for PGME funding (ie, funding will not come from PGME solely)
  7. Travel Coordinator will apply for 50-50 co-share with PGME - the requirement is that the resident must present at a conference (ie abstract, poster, oral presentation)
  8. International meetings / meetings outside continental US are not covered unless a justification is provided and exception has been approved by both program director and Managing Director and /or Department Head
  9. Additional assistance may be provided at the discretion of Program Director, Postgraduate Medical Education within assigned REF budget.
  10. Residents will complete the travel pre-authorization form and require both rotation supervisor and program director approval prior to attending a conference. A copy of the letter of confirmation or invitation received from the society or organization must be attached to the application form.

General Internal Medicine Residents attending CSIM

As there is a Symposium specifically for GIM Residents, the GIM program has been providing funding of up to $1000 from the GIM REF to attend the CSIM

Chief Medical Resident Travel

  1. Chief Medical Residents may apply for financial assistance to attend the chief resident conference during the academic year.
  2. Residents will complete the travel pre-authorization form and require both rotation supervisor and program director approval prior to attending a conference. A copy of the letter of confirmation or invitation received from the society or organization must be attached to the application form.
    1. Please see the attached link for Chart of Accounts: http://umanitoba.ca/computing/renewal/fm/media/AcctHierarchyExpenditures.htm
  3. Chief Medical Residents will receive up to $1200 to attend the Chief Resident Conference.

Travel Expense Rules

  1. The Department of Internal Medicine will not reimburse expenses unless original receipts are provided. Original proof of payment (e.g. credit card statement, hotel statement, airline boarding passes) must be included along with a copy of the conference agenda. Claims for expense reimbursement without proper supporting documentation will not be Processed.
  2. Original receipts must be attached to the
  3. Completed applications should be returned to the Travel Coordinator (Thorunn Petursdottir)
  4. There are no travel advances
  5. Funding is not cumulative and is not carried over year to year.
  6. Residents are encouraged to request separate hotel folios with all names of all guests on the folio for room charges from incidental charges, for faster processing of expenses.

Allowable expenses

  1. Registration fees for convention/meeting
  2. Reimbursement for economy returns airfare (not allowable: seat upgrades, nor business class)
  3. Hotels (room and tax charges only)
  4. Ground transportation (taxis), including car rental
  5. Internet

Meal Costs / Per Diems

Reasonable expenses for meals may be reimbursed by:

  1. Actual Costs – claims for meals and incidentals must be listed separately on the expense claim including taxes and gratuity and supported by detailed receipts; or
  2. Per Diem Allowance – instead of being reimbursed for actual costs, a daily allowance may be allowed. Where this allowance is claimed no additional amount may be claimed for meals. The per diem allowance must be adjusted when meals are included in conference registration fees, in the event of a partial day’s travel, etc. Alcohol not allowed.
The maximum per diem allowance for meals when traveling:
  • Actual costs (meals with receipts)
    • Breakfast - $15 Domestic, $20 Foreign
    • Lunch - $15 Domestic, $20 Foreign
    • Dinner - $30 Domestic, $40 Foreign
  • Per Diem (no receipts)
    • Breakfast - $10 Domestic, $15 Foreign
    • Lunch - $15 Domestic, $15 Foreign
    • Dinner - $25 Domestic, $30 Foreign

Link to U of M Finance Dept Per Diem page: https://umanitoba.ca/admin/financial_services/travel/rates.html

Non-Allowable Expenses

These include:

  1. extra curricular activities that were paid for in addition to the registration fee. When registering, often, other additional events are offered, for additional fees. These activities are NOT included in the policy and are at the cost of the individual.
  2. alcohol
  3. entertainment costs
  4. health club expenses
  5. video rentals
  6. telephone calls

Residents are encouraged to request separate hotel folios per resident for room charges from incidental charges, for faster processing of expenses.

Process

See How to process Resident Travel Applications

Reimbursement

All receipts must be submitted within 60 days of travel.

Interro-01.gif process needed--User:Dgustafson2 09:57, 14 September 2018 (CDT)

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